JOB ID: EB-2988037858
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Position:
Executive/Personal Assistant
Attractive Factors:
- Fun/collaborative team
- Exposure to their many high-profile clients
- Fantastic benefits package (M/D/V covered 100%, 401k matching, wellness stipend, personal education allowance and commuter benefits program)
The Opportunity: Executive Assistant
We are seeking a highly organized and proactive Executive Assistant to support a Firm Co-Founding Partner as part of their administrative team. This Partner has with a highly demanding and dynamic schedule, that periodically spans across time zones. This position will handle core personal and administrative assistant duties as well as a wide array of other responsibilities including special ad hoc projects. The ideal candidate must be exceptionally responsive, available to handle tasks and communications outside of regular business hours, possess a keen eye for detail, and thrive in a fast-paced environment. Confidentiality, sound judgment, and effective multitasking are imperative to success, as this role will offer a unique opportunity to engage heavily and directly with both a Co-Founding Partner as well as with the teams of some of the world’s most prominent leaders and influencers.
Principal Responsibilities:
- Arrange, confirm, reschedule, and follow up on appointments
- Liaise with the Family Office team, external partners, and outside boards on behalf of the Partner in a highly prompt and professional manner
- Manage, coordinate, and liaise with vendors and contractors as needed
- Maintain a contact list of vendors and service providers
- Create and maintain a spreadsheet of seasonal tasks and vendor list; ensure completion at the appropriate time
- Maintain housing manual with updated information
- Research various activities, events, and travel destinations and homes
- Understand the geography of the Partner’s travels
- Plan domestic and international travel arrangements; arrange hotel and ground transportation
- Support the planning and organization set-up requirements for Partner-hosted events
- Process mail and coordinate with the Family Office and administrative team
- Reconcile expenses; assist with bill paying and invoice tracking / management for the homes alongside the Family Office and administrative teams
- Manage and update a current database that includes friends, business contacts, and relatives to include phone numbers, addresses, birthdays, and other special events
- Prepare correspondence and ghost writing; includes drafting and editing emails and other communications on partner’s behalf
- Maintain an inventory of supplies; restock as needed
- Maintain vehicles and service schedule
- Assist with household projects and maintaining residence for Partner
Qualifications:
- The ideal candidate is highly organized and detail-oriented with prior household management experience, as well as resourceful, discreet, and highly responsive, even outside of regular business hours
- Candidates must have experience managing multiple properties
- Travel Flexibility: Willingness to travel approximately 20% of the time to Los Angeles
- Organization & Time Management: Exceptional organizational skills with the ability to multitask
- and prioritize effectively
- Communication: Strong verbal and written communication skills, with a polished and professional demeanor
- Discretion & Trust: High level of integrity and discretion in handling confidential information
- Tech Savvy: Comfortable with technology and able to manage digital calendars, communications, and travel apps
- Problem-Solver: A proactive and resourceful individual who can anticipate needs and provide
- solutions before they arise
- Team Player: Someone who enjoys working closely with a supportive team, values collaboration, and thrives on building positive relationships with colleagues